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Defines the event and organizational overview, attendee profile, event history, location and date preferences, and venue constraints. Specifies guest room block expectations, reservation method, staff rate requirements, function space and audio-visual needs, and food and beverage options. 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[Insert Organization Name] has been contracted by the organization to coordinate all site selection, contracting and logistics for this event.  Current cities for consideration for date are [List Cities].  Once RFPs are received from these cities, the organization will narrow the search to number of cities to determine the best venue options for the event.\nContact Information\nEvent Profile\nOrganization Overview:\t    Description of the event\nAttendee Profile:  Who they are, geographical areas they are from, age range, gender breakdown, and any other potentially defining attendee items\nEvent History:\n\u000f\nLocation Preference\nPrefer a downtown location close to shopping, dining and attractions.\nEasily accessible from airport(s) and major highways\nDate Requirements\nMeeting Pattern:\tDates, Day (s) of Week\nMajority arrival Pattern\nConference Sessions run State Days of Week\nPreferred Dates:\tDate or Month Range\nDates to avoid:\t\tAny major national and religious holidays\nDates flexible?\t\tDates are flexible during the time frame listed\nPattern flexible?\tPattern is not flexible\nGuest Room Block Requirements\nTotal Room Block: xxx\nReduced Staff Room Rates Required:  ( Yes   \u0013 MACROBUTTON CheckIt (\u0015 No\nMethod of Reservations:    \u0013 MACROBUTTON CheckIt (\u0015 Rooming List  ( Individual Reservation\nRoom Rate:  Non-Commissionable\nFunction Space Requirements\nFunction Space & Audio/Visual Comments:\nGeneral Session Room Setup includes:\nExhibit Room:\nBreakout Rooms:\nFood & Beverage Functions:\nConcessions Desired\nProposal Specifications\nQuestions:\nDirect all questions and requests for additional information regarding this RFP to [Insert Name and email address of Event Manager]\nTimeline:\nBelow is a proposed timeline for the Organization Name to review and process RFPs.  Please note that staff members will be reviewing proposals, but we will respond as soon as possible.\nRFPs Distributed:\tInsert Date\nProposals Due:\t\tInsert Date\nFollow up with any\nproposal questions:\tInsert Date\nReview Proposals:\tInsert Date\nCity Decision Date:\tInsert Date\nSite Inspection:\t\tInsert Date\nFinal Property Decision:\t Insert Date\nDecision Notification Method:\n(  Telephone Call\n(  Email\nKey Decision Factors: [Below are examples. Insert those important to your Organization]\nPrimary Factors:\nSleeping Room Rate\nMeeting Space Availability / Flexibility\nVibrant city able to host a number of tours and/or day trips (for city selection)\nProximity of property to attractions (for property selection)\nOverall cost of services\nAdditional Factors:\nHotels which boast professional, responsive teams with exceptional customer service\nCreative and competitive concessions\nInformation provided in the response to the RFP\nRecommendations from previous and existing clients\nProposal Content\nWhen submitting your proposal, please provide the following:\nFacility Name, Address and Primary Sales Contact\nDates Available, based on above requirements\nGuest Room Block and Rates, based on above requirements\nFunction Space, based on above requirements\nStandard sales kit for the facility (link to an online sales kit or emailed documents are preferable)\nPrice List(s) including any additional fees (gratuity, service charges, resort fees, sales tax, etc.)\nSample Menus\nExperience – how many events of similar size and scope has the property provided services in the past year?\nRenovation Information – When was the property last renovated? What type of renovation? Are there plans for future renovations?\nSecurity and Americans with Disabilities Accommodations\nGeneral Area Information\nProximity of property to airport\nNearby Attractions\nPublic Transportation Options\nInstructions for Responding\nEach proposal responding to this RFP must include the information requested in Proposal Content section of this RFP\nEx","cbCaijqSiGLL8GAM","https://ap.wps.com/l/cbCaijqSiGLL8GAM","docx",47669,6,"English","# Request for Proposals\n## Contact Information\n## Event Profile\n## Location Preference\n## Date Requirements\n## Guest Room Block Requirements\n## Function Space Requirements\n## Proposal Specifications\n## Questions\n## Timeline\n## Decision Notification Method\n## Key Decision Factors\n## Proposal Content\n## Instructions for Responding","[{\"question\":\"What information must the hotel provide in its RFP response?\",\"answer\":\"The response must include facility name and address, available dates, guest room block and rates, function space details, a standard sales kit, price lists with fees, and sample menus, plus experience, renovation information, and security/ADA accommodations.\"},{\"question\":\"How does the organization plan to evaluate submitted proposals?\",\"answer\":\"Key decision factors include sleeping room rate, meeting space availability and flexibility, city suitability for tours or day trips, proximity to attractions, and overall service cost, along with additional considerations like customer service, concessions, response information, and client recommendations.\"},{\"question\":\"What are the proposal submission instructions and timeline?\",\"answer\":\"Proposals must include all requested content, vendors are responsible for their own preparation expenses, incomplete or late responses are not considered, and responses are preferred by email. The template lists distribution, due date, follow-up, review, city decision, site inspection, and final property decision dates.\"}]","Hotel Request for Proposal - Proposal Template | DOCX"]